Overview
This documentation outlines the configurable permission settings across key modules in the platform, enabling granular control over user access, visibility, and functionality. These permissions are designed to support role-based governance, streamline workflows, and ensure data integrity across organizational structures.
Organizations & People Permissions
Permissions under these modules govern how users interact with company and contact records. Administrators can restrict or enable actions such as deleting records, saving drafts, batch updating, and synchronizing with external tools like Outlook. These controls help maintain clean data and ensure that only authorized roles can modify sensitive information.
Menu Access Permissions
Menu permissions determine which modules are visible and accessible from the platform’s main navigation. By assigning access to features like Applicant Tracking, Reports, SmartFolders, and Workflow Requests, organizations can tailor the user experience to match operational needs and role responsibilities.
Transaction Permissions
Transaction permissions regulate the creation, editing, copying, and deletion of transactional records tied to companies and users. Additional controls such as workflow history visibility, note restrictions, and BibTeX import capabilities allow for precise management of transactional data and audit trails.
Miscellaneous Permissions
These permissions offer advanced customization of the user interface and communication features. They include options to hide dashboards, restrict group email capabilities, limit access to calendar settings and notes, and control visibility of public note types and pinboards. These settings enhance privacy, reduce clutter, and align the platform with organizational policies.
Each permission includes:
- Description – A clear explanation of what the setting does.
- Logic – (Optional) Conditions or rules applied when the setting is enabled.
- Hide from everyone: Enter
1=1in the Logic field and leave Role empty. - Show to everyone: Leave both Logic and Role fields empty.
- Hide for a specific role: Select the desired role using the lookup.
- When combining Logic and Role: Both conditions must be true for the setting to apply.
- Hide from everyone: Enter
- Role – (Optional) Specific roles that the setting applies to.
System Visibility Permissions Access
System Administration (gear icon) >> Global Settings >> Security (tab) >> [System Visibility Permissions]
Visibility Permissions
Organization
| Permission Setting | Description |
|---|---|
| Show Create Button | Displays the Create button for specified roles. |
| Show Duplicates Check | Enables duplicate record detection functionality. |
| Show Organization Verification | Displays organization verification status. |
| Hide View Button | Conceals the View button from specified roles. |
| Hide Create Activity Button | Conceals the Create Activity button from specified roles. |
| Hide Activities | Prevents visibility of the Activities section. |
| Hide Notes | Prevents visibility of the Notes section. |
| Hide Settings Menu | Conceals the Settings menu tab. |
| Hide Categories | Prevents visibility of category labels or filters. |
| Limit Company Workflow History | Restricts access to the workflow history of companies. |
| Limit Company Fields History | Restricts access to the field change history of companies. |
| Limit User Census Tab Access | Restricts access to the Census tab on user profiles. |
| Limit Central Demographics Tab Access | Restricts access to the Central Demographics tab. |
| Hide Associations | Conceals the Associations section from view. |
| Hide Company Relations | Conceals the Company Relations section from view. |
People
| Permission Setting | Description |
|---|---|
| Show Create Button | Displays the Create button on user profiles. |
| Show Duplicate Check | Enables duplicate detection functionality when creating or editing user records. |
| Hide Create Activity Button | Conceals the Create Activity button from user profiles. |
| Hide Activities | Prevents visibility of the Activities section in user profiles. |
| Hide Notes | Prevents visibility of the Notes section in user profiles. |
| Hide Email Hyper Link | Conceals email hyperlink fields in user profiles. |
| Limit User Workflow History | Restricts access to the workflow history of user records. |
| Limit User Fields History | Restricts access to the field change history of user records. |
| Limit US Census Tab Access | Restricts access to the US Census tab in user profiles. |
| Hide Profile Link in User Menu and View Button in User Profiles | Conceals the profile link in the user menu and the View button in user profiles. |
| Hide Links Under Manage in the User Menu Except Profile | Conceals all links under the Manage section of the user menu except for Profile. |
| Hide Password Link in User Menu | Conceals the password change link in the user menu. |
| Hide Personal Settings Link in User Menu | Conceals the personal settings link in the user menu. |
| Hide Roles and Access Link in User Menu | Conceals the roles and access link in the user menu. |
| Hide Filters Link in User Menu | Conceals the filters link in the user menu. |
| Hide Resource Link in User Menu | Conceals the resource link in the user menu. |
| Hide Menu Bar | Conceals the top navigation menu bar. |
| Hide Associates | Conceals the Associates section in user profiles. |
Transactions
| Permission Setting | Description |
|---|---|
| Allow Company/User Transactions Create Access To | Grants permission to create new transaction records under company or user profiles. |
| Allow Company/User Transactions Edit Access To | Grants permission to modify existing transaction records under company or user profiles. |
| Allow Company/User Transactions Copy Access To | Grants permission to duplicate existing transaction records under company or user profiles. |
| Allow Company/User Transactions Delete Access To | Grants permission to delete transaction records under company or user profiles. |
| Limit Company/User Transactions Listview Delete Access To | Restricts the ability to delete transaction records from the list view interface. |
| Enable Attribution | Activates the ability to attribute transactions to specific UTA Level 1 records. |
| Limit Notes | Restricts access to notes attached to transaction records, limiting visibility or edit capabilities. |
| Limit Transaction Workflow History | Restricts access to the workflow history associated with transaction records. |
| Enable Bibtex Import | Enables the import of BibTeX-formatted data into transaction records for citation management. |
Miscallaneous
| Permission Setting | Description |
|---|---|
| Limit Contact Group Email | Restricts the ability to send group emails to contact groups. |
| Limit Organization Group Email | Restricts the ability to send group emails to organization groups. |
| Limit Associate Group Email | Restricts the ability to send group emails to associate groups. |
| Hide Calendar Settings | Conceals calendar configuration options from the user interface. |
| Hide Calendar Notes | Conceals notes attached to calendar entries. |
| Hide Print Report Button | Removes the Print Report button from report views. |
| Hide Dashboards | Prevents access to dashboard views. |
| Hide Public Note Type | Conceals the option to select or view public note types. |
| Hide Pinboard | Removes access to the Pinboard feature. |
| SmartFolders - Hide Notes | Conceals notes within SmartFolders, limiting visibility or edit capabilities. |